Project Administrative Assistant at

4 weeks ago

Nairobi, Nairobi Area, Kenya African Union - InterAfrican Bureau for Animal Resources Full time

AU-IBAR is a specialized technical office of the African Union Commission (AUC), headed by the Director who reports directly to the AUC through the Department of Rural Economy and Agriculture (DREA).

Objectives

Under the direct supervision of the APMD Platform Coordinator at AU-IBAR, the Administrative Assistant" will work across the platform multi-functional team to support the successful implementation and operationalization of the Platform.

Main Functions

Project administrative and logistics
Documentation and recording
Stakeholder engagement
Effective communication for knowledge sharing

Key Responsibilities

Collaborate and support cross-functional project teams, providing necessary administrative and logistical support to ensure project activities are effectively executed.

Organize, coordinate and manage the project team's calendar of activities

Travel and conference arrangements:

organise hotel and travel bookings; prepare requisite travel documents for meeting attendees (internal & external); in collaboration with the Finance team, prepare budgets for workshops and meetings; support the organisation and execution of meetings, workshops and conferences whether virtual or in-person.

Execute key administrative tasks, such as document management, preparation of correspondence, management of stakeholder's data, scheduling, logistics coordination, support to preparation of technical documents, meeting reports/ minutes, presentations, tables, lists, statistics and diagrams etc.

Support day to day operational needs related to stakeholder communication, engagement, and partnership building including supporting the dissemination of relevant documents and materials in accordance with a specific assigned task.

Assist the knowledge Management expert /officer in the preparation, sharing and dissemination of information and messaging related to pastoral sector marketing
Assist with the financial tracking, and record keeping on the project expenditure.

Filing and archives:
maintaining accurate and tidy files, electronic filing and archiving system and filing indexes.
Monitoring completeness and timelines of documentation and inputs for the development of reports.
Follow-up on progress of studies, outsourced to consultants for timely delivery.
Perform any other duties as may be assigned by the supervisor.

Key Deliverables

Provision of administrative and logistical support to cross-functional project teams.
Organized travel and accommodation arrangements for project-related activities, including meetings, workshops, and conferences.

Effective provision of operational support for stakeholder engagement, including but not limited to meeting coordination and execution, stakeholder outreach, stakeholder communication, etc.

Accounts of stakeholders convenings and communication such as meetings, workshops, and events organized, including attendee lists, agendas, and outcomes are well maintained.

An organized digital and physical filing system maintained including correspondence, stakeholder database, records or copies of project reports and outputs, capacity building materials and programs, and copies of procurement processes retained.

Documentation of regular technical / financial / procurement / capacity building documents and reports outlining the execution of project activities, timelines, budget expenditure and responsible parties.

Documentation of marketing strategies and materials related to pastoral sector.

Duration

The duration of this consultancy is Six (6) months, which may be renewed subject to satisfactory performance and availability of funds.

Location

The Consultancy will be based in AU-IBAR offices in Nairobi, Kenya and will be required to maintain the AUC office hours.

Remuneration

The remuneration for this Consultancy shall be an all-inclusive monthly fee equivalent to GSA-5 on the AUC Salary Scale and shall not exceed US$ 1,888 per month.

The expert will be responsible for his/her medical and travel insurance cover for the duration of the consultancy.

Expenses for travel on official missions will be covered separately by AU-IBAR in accordance with the applicable African Union Commission rules and regulations.

Supervision

The Consultant will work under the technical supervision of the project coordinator and the administrative supervision of the Senior Human Resources and Administration Officer in AU-IBAR.

Requirements
Qualifications

The successful applicant should have a minimum of a first level university degree in administration, social science or gender studies or a related field.

General Experience

At least two (3) years cumulative experience performing administrative or related functions in an international organization or multi-cultural environment.

Minimum three (3) years' experience working in international organization or multinational firm with operation and projects implemented in multiple countries.

Experience in taking minutes and preparation of meeting reports.

Post-qualification working experience, including internship or consultancy in reputable African organization / firm or related functions (administrative services), as well as performing human resource related functions.

Specific Experience

Minimum of Three (3) years of progressive work experience in project administration, for donor funded projects in multiple-national organization.

Priority will be accorded to applicants who have demonstrated experience in projects that incorporate gender dynamics and/or marketing activities.
Previous experience in supporting project/program operation and implementation. Priority will be accorded to applicants with experience in project / programs supporting agriculture / livestock or pastoral sector.
Demonstrable experience in planning technical workshops and meetings involving stakeholders at continental, regional, and national levels in Africa.

Experience in conducting inventories, filling and documentation of activities / reports in issues relating to administration and procurement, as well as maintaining database on relevant stakeholders.

Record of experience in liaising or communication with African stakeholders.

Other Essential Skills and Experience

Demonstrated knowledge and competence in administrative and clerical work is required.
Demonstrated ability to build relationships and work collaboratively with cross-functional teams and external counterparts is required.
Excellent written and verbal communication skills in English, or more of AU Official language
Able to work independently and in a team
Proficiency in one AU official languages; second language will be considered as an advantage.
Computer skills; Microsoft Office, MS word, Excel, PPT, Outlook.

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